Prepare Your Charity for Winter Weather Risks

The changing seasons can create a range of challenges that may disrupt daily operations, affect physical infrastructure, and impact the safety of employees and customers. To mitigate these risks, organisations need to focus on comprehensive risk management both indoors and outdoors, ensuring safety and protecting against potential disruptions that could threaten organisation continuity.

Adapting to the seasonal shift: Risk management for winter

As winter sets in weather conditions like heavy rainfall, freezing temperatures, snow, and icy conditions can place strain on your organisation. These seasonal challenges can damage infrastructure, disrupt operations, and increase safety risks for everyone on the premises. A proactive, preventative approach to weather-related risks is essential for maintaining both the safety and smooth functioning of your organisation.

How to strengthen your organisation against the cold weather threats

Effective risk management starts with preparation. By identifying and addressing potential hazards in advance, you can safeguard your organisation and reduce the chance of costly disruptions or claims.

Identify the risks: What you need to look out for

Winter weather can create multiple hazards, from slips and falls due to wet surfaces to damage from freezing temperatures. Below are some common seasonal risks:

• Slips, trips, and falls: Wet and icy conditions increase the likelihood of accidents, particularly in outdoor areas such as car parks, ramps, and walkways. The risk is further heightened by the darker, shorter days, which reduce visibility.
• Freezing temperatures: As temperatures drop, icy conditions can create health and safety concerns, such as slips, and damage infrastructure like pipes and roofs.

Prepare your organisation for winter weather risks

Preparation is key to managing the risks posed by colder months. Here are several steps you can take to reduce hazards and ensure organisation continuity:

Outdoor risk mitigation

• Lighting: Shorter daylight hours mean better lighting is needed for outdoor spaces like car parks and pathways. Ensure lights are functioning correctly, and consider upgrading to energy-efficient, motion-sensor lighting.
• Heating solutions: Outdoor heating can make a big difference for employees and visitors in cold weather. Installing heaters in outdoor seating or waiting areas can improve comfort and encourage people to stay longer.
• Roof and gutters: Regularly clear leaves and snow from your roof and gutters to avoid blockages that could lead to water damage or roof collapse. Ensure there are no loose tiles or leaks that could become slip hazards.
• Pipe insulation: Insulating water pipes is critical for preventing them from freezing. Frozen pipes are a common issue during winter and thawing them can create a risk of flooding.
• Flood defences: Heavy rain can lead to flooding, so ensure your premises are equipped with sandbags or flood barriers. These can be deployed quickly to mitigate water damage.
• Walkway maintenance: Keep paths clear of fallen leaves, snow, and ice to reduce the risk of slips and falls. Anti-slip coatings can also improve traction on walkways.
• Fencing and signage: Check the stability of fences and other outdoor structures and reinforce them if necessary. Clearly visible signage should direct people to safe walking paths, exits, and emergency routes.

Indoor risk mitigation

• Maintain safe temperatures: The Health and Safety Executive recommends that workplaces be kept at a minimum of 16°C. While there's no legal minimum², maintaining a comfortable indoor temperature is critical for employee wellbeing and productivity.
• Heating systems: Ensure all heating systems, including radiators and boilers, are in good working order. Have them inspected regularly to prevent malfunctions, especially when temperatures drop.
• Ventilation: Proper air circulation is essential, even in colder months. Adequate ventilation helps maintain air quality and reduces the risk of respiratory issues. Balance heating with sufficient airflow.
• Power outages: Cold weather can lead to power disruptions. Test your emergency lighting and ensure exit signs are illuminated in the event of an outage.
• Floor inspections: Place mats at entrances to absorb moisture from wet shoes and prevent water and dirt from being tracked inside. This simple measure can reduce the risk of slips.
• Fire safety: Ensure all fire safety equipment, such as extinguishers, alarms, and sprinklers, are operational. Conduct fire drills regularly and ensure that staff are familiar with emergency procedures.
• Emergency supplies: Stock up on essential items like blankets, bottled water, and non-perishable food in case of severe weather disruptions.

Final thoughts: Stay ahead of the winter challenges

The colder months bring an array of risks that can impact organisation operations, but with proper planning, these challenges can be mitigated. By taking the time now to prepare your premises and staff, you’ll not only protect your organisation from winter-related disruptions but also foster a safer environment for both employees and customers.

Embrace a proactive approach to risk management this winter—taking these steps will ensure organisation continuity, reduce liability claims, and create a more resilient operation during the harshest months of the year.

How can Gallagher help?

We are here to protect your charity with adequate insurance coverage, helping to safeguard against unforeseen losses. We will check your insurance to find potential gaps and help ensure that your insurance coverage works for you.

If you would like to speak with our specialist team regarding your winter risks or your insurance programme, please contact Gallagher’s Charities SME & Affinity Team or call us on 0121 200 4951. We are here to support you.